How to Solve Outlook Data File Reached Maximum Size OST?

OST files are important as it saves the copy of our mailbox data in a local file and allows the users to edit without an internet connection. It contains all the information regarding your contact lists, tasks, and email messages.

However, it may be possible that the Outlook OST file size limit reaches the maximum level, and you won't be able to store more data in it. To solve " the Outlook data file reached the maximum size" issue, this article will assist you in every possible way.

Potential Reasons for OST File Size Reaching Maximum Limit

Before targeting the problem with effective solutions, it's important to know the reasons why the Outlook data file reaches maximum size OST.

Problem with Registry Entry

When users download two separate versions of office on the same device, errors appear with a registry entry. For instance, if you downloaded Outlook 2007 and 2013 at the same time on the same desktop, the problem with registry entry can happen, and your OST file size reaches its limit.

Size Limitation of File

Many times the format used in Outlook has a size limit that can be filled quickly within the span of a few months. Such as, the ANSI format has a size limit of 2GB which can easily be filled with large attachment files and data.

Format Limit

UNICODE format, which was used in Office like Outlook 2010, probably had its limit of 50GB which can be filled with regular use. So in such scenarios, OST file size problems usually occur.

6 Methods to Resolve OST File Size Reaching Maximum Limit

Are you ready to eradicate the problem when the Outlook OST file size limit reaches its limit? In this part, we will address six methods that are quick and easy to follow.

Method 1: Mailbox Cleanup Function

The first solution to eradicate the error related to OST file size is to clean up your mailbox. By reducing your older email messages, you can make space easily, which will also help in tackling the issue with OST file size.

Step 1: On your Outlook account, reach the "File" button on the top left corner of your screen. Now tap on "Info" from its menu and then click on "Cleanup tools," which is located adjacent to "Mailbox cleanup."

Step 2: Now, from cleanup tools, tap on the "Mailbox Cleanup" option. Now tap on "View Mailbox Size" from the displayed menu to check the overall size of your mailbox data stored in the OST file.

Step 3: Through the “Find” button, you can search for the older items by entering the days or file sizes for the deletion.

Step 4: For more help, you can search for "Empty Conflicts," "View Deleted Items Size," and "Find items larger then" to carefully delete the unwanted data to reduce the OST file size.

Method 2: Modifying “Mail to Keep Offline” Settings

Microsoft Outlook offers this useful option for their dedicated users regarding how much offline data they want to synchronize after the availability of an internet connection. By doing so, you can control the synchronization of data and can save only useful information. For this, you have to modify the "Mail to keep Offline" settings manually.

Step 1: Start with opening your Outlook account. Reach to the "File" button and then click on the "Info" option.

Step 2: From the info menu, select "Account Settings" and then again tap further on "Account Settings." Afterward, by tapping on your profile icon, choose the option of "Change."

Step 3: On the slider of "Mail to keep offline," you can adjust the settings between 3 days to 5 years to reduce OST file size. To do so, adjust the slider to the lower value to synchronize lesser data. For instance, instead of choosing 1 year, you can select 6 months to reduce the OST file size significantly.

Method 3: Using Registry Key for Configuring File Size Limits

Another option to reduce the OST file size is to modify the registry key's values and entries. The benefit of this method is that you don't have to remove older mailbox items and messages to lower the OST file size. By changing the maximum size of the registries, you can automatically make more space for your OST files.

You can reconfigure the size limits of four registry entries. The “WarnLargFileSize” and “MaxLargeFileSize" use the UNICODE format that has a maximum limit of 50 GB for Outlook 2010 and later versions. Also, for Outlook 2003 and 2007, this format has a limit of 20 GB. Whereas "MaxFileSize” and “WarnFileSize” use ANSI format that has a maximum limit of 2 GB in Outlook 2000.

For Outlook 2010,2013, and 2016

For Outlook 2003 and 2007

Method 4: Compacting OST File to Reducing Size

Microsoft Outlook also gives easy access and the option to reduce Outlook OST file size limit through compacting. It means that your OST files will be compressed in a smaller size, but your stored data will be kept safe. To do so, you have to eradicate the unwanted items and then also evacuate the deleted items folder to make more space. Now follow the below instructions:

Step 1: Through your Outlook account, navigate to the “File” button and click on it. Now select the option of “Account Settings” and then again tap on “Account Settings” to proceed further.

Step 2: From the various displayed tabs at the top, navigate to the “Data Files” tab. From this particular tab, select the OST files for compacting.

Step 3: Now, reach the settings of that OST file by clicking on the “Settings” option. Now click on the option of “Advanced” to continue.

Step 4: From the advanced menu, select the options called "Outlook Data File Settings" for compacting. Tap on the button "Compact Now" and then click on "OK" for confirmation. Thus, by compacting OST files, their file size will also reduce.

Method 5: Inactivate Shared Folder Synchronization

On a Microsoft Exchange account, people can share information and data with the other account through "Shared Folders." These folders are undoubtedly helpful, but they can widely take the space of your OST files. As a result, OST file size reaches its limit and places hurdles in regular functioning. In this method, we will disable the shared folder synchronization through simple and quick steps.

Step 1: On Microsoft Outlook, go to the "File" button and click to locate "Account Settings." In the menu of account settings, tap on "Account settings" to open numerous tabs.

Step 2: As you can see numerous tabs on your screen, select the tab "Data Files" to continue. Now explore this tab to choose the OST file whose size you want to reduce in this process.

Step 3: Close the last tab and then open the "Settings" of Outlook. Go to the "Advanced" option and then disable "Download Shared Folders" by clicking on it.

Step 4: Now restart your Outlook account again and wait for some minutes until the synchronization process ends.

Method 6: Setting Up Archive Folder

Another way to solve Outlook data file reached maximum size OST is via creating an archive folder. If you are finding it difficult to delete your older mailbox items, you can set up an archive folder by transferring your data. By doing so, you can easily make the OST file size reduced by keeping all your mailbox data and information saved.

Step 1: From your Microsoft Outlook account, navigate to the “File” button that is displayed at the top left corner.

Step 2: Tap on the "Info" option and then click on "Cleanup tools." From cleanup tools, locate the option of "Archive" and click on it.

Step 3: From the archive window, select the file or folder you want to archive. Afterward, select the location of the archive folder on the browse box. Once done, tap on "OK" to save the archived file to the chosen location.

Conclusion

Many times when people encounter Outlook data file size reached maximum size OST, they are unable to store more information and data on their OST files. To tackle such a problem and to continue the regular functionality of OST files, this article has discussed six effective and easy-to-use methods. Along with the methods, we have also offered detailed and simple steps for your ease.